Workflow Automation
Coming Soon
Advanced workflow automation is currently under development. This page covers the Email Automations feature that is available now, plus what's planned for the future.
Email Automations (Available Now)
CaptiFi includes built-in email automations that trigger based on guest behaviour. These are configured under Email → Email Automations in your dashboard.
Available Automation Types
| Automation | Trigger | What It Does |
|---|---|---|
| Welcome Email | Guest's first WiFi login | Send a welcome email with your branding and an optional offer |
| Review Request | After a configurable delay | Send a Google Review request email |
| Win-Back | Guest hasn't visited in X days | Re-engage lapsed guests with a special offer |
| Birthday | Guest's birthday | Send birthday greetings with a voucher (requires birthday capture) |
Setting Up an Email Automation
- Go to Email → Email Automations
- Click Create Automation
- Configure:
- Name — Internal name for this automation
- Type — Select from the automation types above
- Email Template — Choose which template to send
- Delay — How long after the trigger to send (e.g., 2 hours, 1 day)
- Frequency Limit — Minimum days between sends to the same guest
- Site — Apply to all sites or a specific venue
- Toggle Active to enable
- Click Save
Managing Automations
Your automations table shows:
- Name — Automation name
- Type — Welcome, Review, Win-Back, etc.
- Template — Which email template is used
- Status — Active or inactive
- Emails Sent — Total emails sent by this automation
- Last Sent — When the last email was triggered
You can:
- Edit — Update settings and template
- Activate/Deactivate — Toggle without deleting
- Duplicate — Create a copy with the same settings
- Delete — Remove permanently
What's Coming Next
We're building advanced workflow automation with:
- Multi-step sequences — Chain multiple emails with delays between each
- Conditional branching — Different paths based on guest behaviour (opened email? clicked link?)
- Voucher integration — Automatically attach voucher codes to workflow emails
- SMS steps — Add text messages to automation sequences
- Custom triggers — Trigger based on visit count, spend, or custom events
Current Alternatives
While advanced workflows are in development:
- Email Campaigns — Send targeted one-off or scheduled campaigns
- Google Reviews — Automated review collection is built-in
- WiFi Vouchers — Generate and distribute voucher codes
- Mailchimp Integration — Use Mailchimp's automation features with synced guest data
Best Practices
- Start with welcome emails — the highest-performing automation type
- Set appropriate delays — 2-4 hours for review requests, immediate for welcome
- Limit frequency — max 1 email per guest per 30 days for review requests
- Monitor performance — check sent counts and adjust templates if needed
- Don't overdo it — 2-3 active automations is plenty for most venues
Troubleshooting
| Issue | Solution |
|---|---|
| Automation not sending | Check it's toggled Active and the email template exists |
| Sending too frequently | Increase the frequency limit (days between sends) |
| Wrong template being used | Edit the automation and select the correct template |
| Guests receiving duplicate emails | Check for overlapping automations of the same type |
Want Early Access to Advanced Workflows?
Contact us at hello@captifi.io to register interest in the advanced workflow automation beta.